Chhattisgarh Digital Secretariat Project by A.M.Parial, Vice Chairman, CHiPS 29 th September 2014
Dec 17, 2015
Chhattisgarh Digital Secretariat Project
by A.M.Parial,
Vice Chairman, CHiPS29th September 2014
Objectives
Create an Office Management System
Ensure efficient & transparent administration
Enhance Productivity
Enable Prioritization of work
Use IT as an enabler to help in daily work
Design an efficient workplace
Enable Policy Based Processing
Provide a mechanism for information and experience sharing
Activities of Secretariat
Document Preparation, Management & Information dissemination
File Management - Creation, Movement, Noting / commenting,
Storing, Search etc
Correspondence (DAK) Management – DAK Receiving, marking,
forwarding, filing, searching etc
Response Preparation & delivery
Approval & other Administrative Processes
Policy formulation
Others
Need for new ways meet the high citizen expectations and to battle inefficient
operations arising from multiple segregated procedures
Workflow in government -
Department & Official Feedback
मे�रा� अभि�मेत
मे�रा टी�प
Objection
Departmental Approval Cycle
Multiple processing of files
Same file is processed in parallel in more than two section, divisions or departments e.g. Draft tender condition are processed on a file by say Finance and Law Dept.
Department Meeting Minutes
An File comes from Citizen/Govt. Offices
Registry clerk scans the incoming document(s) and then inwards them
Concerned Dept .Minister
ACS / PS / Secy./SS
DS / JS / AS
Under Secretary
Section Officer
Section Clerk Receipt & Dispatch Clerk
Assigns Correspondence
Creates File and forwards
Forward or Returns the file
Approve / Forward / Returns the file
Approve / Return the file
Send to the respective section
Other Department CS for coordination
HCM
Components
Owner department TitleDescriptionCreation DateVersion NumberModified Date…….
Attribute
Content: Text GraphicsIndex Terms
Content
+
Document
=
Today’s Secretariat: Key process areas and issues • Multiple register entry - increase manual efforts,
prone to mistakes• Various number generated for same DAK• Time taking process (multiple copies of same DAK )
DAK Movement
• Policy based processing– prone to human errors• Searching files in critical situations• Lengthening of File Movement cycle due to absence of
a single official• Prioritization of files
File Movement
• Maintaining large volume of files/ documents• Difficulty in preserving manual files – chances of
damage and loss• Increasing cost and space to preserve files
Archival
• Tracking of files in movement• Inter-departmental consultations• Lack of a “birds eye view” on the efficiency of a
department
Retrieval and
Tracking
Solution Requirements
Create an End to end Secretariat Management System for all its activities
Ensure efficient & transparent administration
Enhance Productivity
Enable Prioritization of work
Use IT as an enabler to help in daily work
Design an efficient workplace
Enable Policy Based Processing
Provide a mechanism for information and experience sharing
Slide 11
Solution Framework
Automating routine tasks – file processing/note sheets (workflow), numbering, maintaining personal register
Help in decision making - checklists, access to precedents in old files, acts, rules, statutes
Prioritizing work - reminders, automated prioritization of pending work
Building a knowledge base – circulars, acts, notifications, precedents, documents, circulars
Providing interdepartmental interface
Creation, Movement, Tracking and Storage of Files in the department
Quick retrieval and preservation of old records
Slide 12
Digitization Lifecycle
Slide 13
ScanningThe relevant Files of the departments are scanned
Scanning is carried inside Departments to maintain security and confidentiality
Quality CheckRemoval of dark patches, lines, etc.
Alignment of pages, Correction of Page Number mismatch
OCR (English typed fonts) to make the files fully searchable
Meta Data EntryThe meta data are captured for each and every files to uniquely identify them by simple search mechanism
Fields like File Name, Subject, Year, Department, Section, Type of File (R/F/Shadow/Confidential), etc.
Meta Data ValidationThe meta data are validated by another team with the scanned files
This team checks whether the correct files are mapped with the right meta data or not
Upload DocumentsThe documents are uploaded to the system in logical manner (Department-wise) with proper authentication
The uploaded documents are mapped with the metadata so as to make the files (Notesheet and Correspondences) easily searchable
Simple View, Easy to Adopt
Slide 14
Slide 15
Then Now
Search File
Ask the responsible staff to provide the file
The staff searches for the file
The staff processes the file and send to the table
Search it on the system, know about the whereabouts - No dependency
Online Searching and Forwarding
Files uploaded - system filter by parameters like year, subject, etc.
Preparing
File
Go through the File contents and correspondences
Put Note-sheet comments
Attach the necessary documents
Forward the file
Refer to other relevant documents in File / correspondences
Can attach document (pdf/docx/ppt/excel) from any existing DAK or files
Can Flags (even with specified Page number) before forwarding the file
No paper wasted - entirely automated (Multilingual facility provided for writing Notesheet)
The transformation……
Slide 16
Then Now
Forward File / DAK
Files and DAKs are forwarded manually
Requires considerable amount of time for transaction
Inter departmental file transfer at different location, this transaction time is even longer
Takes time, effort & resources
Mail like feature where a file or DAK can be send by selecting the recipient’s name or designation
On clicking ‘Send’ button, the file or DAK is forwarded to the next user
Thus it saves time, paper, man effort and money
Creating a
File
All manual with fresh note-sheets and necessary correspondences
Manual File number allocation as per the File Register
Need to put the subject of the file
Puting notesheet comment manually and forward the file
The File creation facility through system including R-File, Part File, Shadow File
Generated automatically based on the rules set by General Administration Department
No page wasted
The transformation……
Slide 17
Then Now
Meeting
The meeting request are sent to the participants via official letters
Hard to maintain the meeting dates
Possibility of clashes of meetings at the same time
System create meeting request & send to all the participants
Auto request to multiple participants electronically
Monitor the status Accepted/ Rejected/ Pending
Alerts
Set auto schedules for user
Easy Acces
s- Secur
ed Acces
s
The files or DAKs can be accessed only in the official hour
In case of urgency the respective officers need to come to office
While travelling cannot access the files.
Entire process gets delayed.
Need to clear piled up files after return.
Web based – any where / any time
With Internet access and any device like laptop or iPad can access the files that are sent - Just like emails
Securely carrying the entire office on laptop
Security features to authorized accesses
Features like OTP, digital signature, Captcha, etc. helps the system to maintain necessary security
The transformation……
Responding to Urgent Situations
Slide 18
• Numerous files are required to be available in short time
• Quick search of multiple files can easily be done
During VidhanSabha Sessions
• The search related facilities mentioned above holds true for Judiciary processes as well
• Inter departmental file consultation becomes very easy within a short time span
Response to Judiciary
Other Important Features• Can create Part Files/ Shadow Files in case of
parallel movement
• Automatically merge the Part File with Parent File
• Provision of linking a Shadow File with Parent File
Part Files/
Shadow Files
• Meeting Scheduler/ Send Meeting Request
• Accept/ Decline with remarks
• View the pending MeetingsMeeting
• Integrated with the HRMS System of Mantralaya
• Important Features: Personal Profile/ Leave Management Transfer/ Promotion
HRMS
Progress till date
20
1.2 crores
2.3 lakhs 42 departments
17 departments
38,000
13 departments
Approximately 2.3 lakhs files are scanned during the project
Files
The Digital Secretariat System is running in Energy, GAD II, IT&BT, Planning, 20 Points, Tourism, Culture, Transport, WCD, Sports, Higher Edu., Social Welfare, PR. Also running in NRDA and WCD Directorate
Implementation
Almost 38,000 files and DAKs have been transacted through the system
Transaction
DS STATUS
Total number of pages that were scanned is more than 1.2 crores
Pages
Digitization work completed in 42 departments of
Mantralaya
Departments
Training of the system provided to Energy, Finance, GAD II, IT & BT, Planning, 20 Points, Tourism, Culture, RTE, Transport, Higher Education, Labour, PR, WCD, Social Welfare, Sports, Technical Edu
Training
Benefits
Effective Security (Digital
Signature)
Effective Decision Making
Automate Tasks
Reduced Paper Work
Prioritization of WorkEasy Tracking
24*7 Access
Reminder Notification
Audit Trail
Digital Secretaria
t
Thank You